Service Center Project Specialist

Mission-Driven. Honor-Bound. Fairbanks Morse Defense. What’s your calling? For the men and women of Fairbanks Morse Defense it’s the rapid and effective support of the fleets that entrust us to design, develop, and deliver the best naval power technology on the planet. We’re one of the nation’s leading marine defense contractors because of the highly trained and dedicated teams that provide reliable power systems, parts, and aftermarket services to the U.S. Navy, Coast Guard, Military Sealift Command, and Canadian Coast Guard. When you join Fairbanks Morse Defense, you join a legacy of commitment that spans 150 years. Fairbanks Morse Defense offers competitive benefits with a wide range of training and development opportunities. Our world-class teams are dedicated to helping every individual achieve their full potential. Discover what it’s like to be a part of the Fairbanks Morse Defense team here: https://www.fairbanksmorsedefense.com/careers


Summary

The Service Center Project Specialist is fully proficient in applying established standards, works independently, and may instruct, train, and/or coach less senior service administrator(s) or project accountant(s). This position ensures high levels of organizational effectiveness, communication, and safety, assists in improving service center procedures, and is a supporting member of the management team of the service center.


Primary Duties and Responsibilities

• Analyze, prioritize, and provide timely entry of billing data into Oracle ERP system.
• Create and issue accurate invoices to customers (including preparation of supporting documents) and manage customer expectations.
• Actively participate in job tracking from project creation through final billing (updating change orders in FQL, file maintenance for project folder, timesheet review, etc.)
• Maintain the Forecast Quote Log; tracking projects, purchase orders, revenue projection, invoicing.
• Review project labor, travel expenses, material charges and parts receipts to ensure proper allocation of project related costs processed through FSL, CONCUR, WAWF, & Oracle.
• Provide project related customer and sub-contractor support (including certificates of insurance, customer and sub-contractor information requests, etc.)
• AR Collections - contact customers as invoices become due, assist company accounting department with collections and payments as required.
• Provide support to Service Center Manager as required and attend Service Center management meetings (as requested).
• Participate in Daily Layered Accountability.
• Provide support to the Services & Solutions Controller (including FQL maintenance, project analysis and tracking, and other requests as needed).
• Work with Beloit Finance team in support of audit requests.
• Provide training to less senior service administrators.
• Cross-train and provide backup for the Service Center Administrator.
• Answer inquiries from vendors and suppliers and research discrepancies.
• Review and process employee time and attendance on a weekly basis; review employee labor for utilization tracking in the Forecast Quote Log.
• Prepare hardship bonus requests for qualified employees upon return from out of area projects.
• Assist employees with processing expense reports in CONCUR as needed.
• Answer employee inquiries, including payroll issues, IT needs, travel arrangements, etc.
• Perform office duties for the service center such as preparation of correspondence, maintaining files, ordering office supplies, scheduling meetings, etc.
• Review accounts payable invoices of vendors and service providers and process for payment through AP Department in Beloit
• Track office G&A budget to ensure accurate and timely reporting.
• Complete project file maintenance as needed in support of AR invoicing.


All other duties as assigned.

Qualifications and Educational Requirements

• Associate degree in a business curriculum is preferred (Business, Accounting, etc.)
• 4+ years’ office management experience, two (2) years prior Service Center Administrator experience preferred.
• Understanding of basic accounting principles/practices
• Prior experience with invoicing and paying bills, preferably in a manufacturing or service business.
• Thorough knowledge of policies and procedures
• Strong organizational, planning, and time management skills, and ability to multi-task and prioritize.
• Excellent communication skills (written and verbal), and attention to detail.
• Expertise with related internal systems (Oracle ERP, CRM, etc.)
• Advanced proficiency in Microsoft Excel, Word, Outlook, PowerPoint, Adobe Acrobat and related Google applications
• Experience dealing with government con